ADMINISTRATIVE ASSISTANT - Administrative Assistant to Elementary School Principal

New Holland Elementary School Administrative Assistant

Full-Time 10 Month Schedule

*Salary dependant upon experience*

Requirements

• Proficiency with Microsoft Suite, databases, web-based services, district and studentsoftware
• Highly Organized, fast-paced office environment, excellent communication andcustomer service skills
• Confidential position
• Able to learn new skills quickly, follow guidelines and district procedures/policies in apublic school environment
• Provide direct support to the Principal and Assistant Principal, and will be expected tosupport district administrators, supervisors, teachers, students, and all stakeholders thatare involved with the success of our school district

Education and/or Experience

• High School diploma, secretarial/clerical
• 3 to 5 years of secretarial/administrative assistant experience a plus

Eastern Lancaster County School District
669 E. Main Street
New Holland, PA 17557
* * * * * *
 

Position Guide

This position is responsible for supporting the Elementary School Principal(s) to ensure their job
runs smoothly and efficiently as possible so that they can perform their duties as needed. This
position performs administrative and secretarial duties for the Elementary School in a manner that
is professional, diplomatic and complies with confidentiality requirements in a helpful, caring,
and friendly way. The elementary secretary also serves a vital public relations role for ELANCO.
Efficiency and timeliness of recordkeeping is essential to this position for reference purposes as
well as supporting activity functions and effective communication. The incumbent works with other
members of the Department in meeting department goals and objectives in support of the ELANCO
mission to provide a social and educational environment for the students.

ESSENTIAL FUNCTIONS

1. Performs clerical duties such as answering the phone; opening and distributing mail; scheduling
appointments/interviews; typing correspondence, meeting agendas, and memos; filing; faxing; etc.
2. Is accountable for coordinating and prioritizing the workflow through the main office under the
guidance and direction of the principal and/or assistant principal.
3. Acts as a “facilitator” when confronted with concerns by being knowledgeable about school policy
and procedures, curriculum, extracurricular activities, etc.
4. Serves as receptionist by answering telephones, relaying messages, controlling the intercom
system, and greeting and directing visitors. Monitoring people entering the building trough the
remote system.
5. Is responsible for the flow of paperwork that is created due to the daily disciplinary action
and numerous student communication through principal and/or teacher referrals.
6. Assists the principal in the scheduling and communication of all correspondence. This position
also requires coordinating purchase orders through the financial system (CSIU) and communicating
this information with the district office.
7. Handles incoming/outgoing mail for the elementary school. Retrieves, sorts, and distributes
accordingly.
8. Maintains communications with teachers, parents, staff, and students, providing support as
needed.
9. Prepares and maintains a master school calendar for teacher and parents.
10. Maintains confidential student and staff records, entering all personal and test data as
necessary.
11. Oversees the training and maintenance of new employees and volunteers on
office equipment as appropriate.

12. Works on staff absence system (Frontline) for staff absences and to coordinate daily
substitutes to the building – provide welcome portfolio.
13. Attends and participates in all required professional development and meetings as necessary.
14. Works closely with custodial staff to ensure proper maintenance and safety of the building.
15. Tracks the building budget and ordering of supplies as per the principal’s directs (unique to
specific positions).
16. Handles daily paperwork flow, recordkeeping through student information system (PowerSchool)
program on computer system and the student cum folders.
17. Cover for Nurse suite during lunch (if necessary).
18. Update roster for new classes throughout the year, enters all test scores and attendance
records for students and staff.
19. Handles communication for monthly events to parents, weekly bulletin, and daily communication
through morning announcements.
20. Cross-training between both assistants is required for the success of the office environment.

DEPARTMENT/ORGANIZATION
• Keeps current with related technology and developments that impact the department.
• Makes decisions consistent with the ELANCO mission and core values, establishes and maintains
effective communication and positive relationships within ELANCO.
• Performs other functions as assigned by the Director.
• Contributes to the effective team management of all issues and opportunities within
ELANCO.
• Maintains an optimum relationship with other staff members by being courteous and always mindful
of the importance of confidentiality.

MARGINAL FUNCTIONS
Marginal functions will vary with the specific assignment and depend on the particular position
function for which the person is responsible.

SCOPE AND IMPACT
This position works independently in the performance of the essential functions. Contacts include
all district staff, students, teachers, parents, board members, community members, state and local
agencies and professional organizations.

MINIMUM REQUIREMENTS
This position requires a high school diploma and two to three years related experience and/or
training; or equivalent combination of education and experience and some knowledge of computers.

SPECIAL SKILLS
Position requires the following skills: demonstrate proficiency with the Microsoft suite of office
products, Adobe Reader, student information system (PowerSchool), web based applications and other
software; be highly organized; possess excellent communication skills; be highly confidential at
all times; act as a team player; be flexible to work on multiple tasks; pay attention to detail;
perform basic math; able to learn new skills; maintain composure at all times and able to handle
change.

Temperament: Must possess excellent communication skills; always confidential; act as a team
player; be flexible to work on multiple tasks; pay attention to detail; be self- motivated, always
maintain composure and deal with constant change and frequent interruptions, demonstrate and
maintain a positive attitude and be cooperative, congenial, and service-oriented.

PHYSICAL/MENTAL/ENVIRONMENTAL

 Physical Demands: Sitting 80%, walking/standing 20%
Ability to reach above and below the waist
Ability to use fingers to pick, feel and grasp objects Some stooping, bending, and twisting of the
body
Ability to lift and/or carry supplies weighing up to 25-50 lbs. or more Ability to sit for extended
periods of the workday
Ability to move fingers and hands for keyboarding Sensory Abilities: Visual and Auditory acuity
Normal close and peripheral vision
Visual acuity to read correspondence and computer screens Auditory acuity to be able to deal
effectively with people
Work Environment: Generally normal public education/office environment
Position requires normal office environment with only moderate noise existing, not objectionable.
The employee may be exposed to the risk of emergency training and experiences.
Cognitive Ability: Ability to communicate effectively
Ability to exercise good judgment
Ability to follow written and verbal directions Ability to work as a member of a team
Ability to be cooperative, congenial, and service oriented
Ability to work in an environment with frequent interruptions and limited supervision
Ability to define problems, collect and organize information, establish facts, and draw valid
conclusions to solve the problem/handle the situation and use clear and good judgment. Must be able
to remain calm in what can become a stressful environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions of this position.
The above description covers the most significant essential and marginal functions but does not
exclude other occasional responsibilities and accountabilities the inclusion of
which would be in conformity with the major purpose of this job.